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“Cementing” A Smarter
  “C      ti ” S     t
Strategy for AP Automation:
      gy
Buzzi Unicem Goes Digital for Invoicing & Payments
           with Oracle® E Business Suite
                        E-Business



Michael Parker              Chris Luoma
Buzzi Unicem                Bottomline Technologies
VP Information Systems      Director, Product Marketing
Agenda

•   Introductions
•   Buzzi Unicem – AP Invoice Challenges
•   AP Automation Implementation Process
•   Lessons L
    L        Learned
                   d
•   AP Automation Benefits
•   Q&A
It’s Still a Paper-Based World




  “95% of AP departments said they are still receiving the
  majority of their invoices as paper via the mail ”
                                paper,        mail.


                                                  Source: IAPP AP Automation Study, 2009
Where’s the Operational “Pain” for AP?
Eliminate “P i ” Th Automation
Eli i t “Pain” Thru A t   ti

                                                                              Supply Chain



                                                  Collaborative
                                                                                • 100% e-Invoices

                                                                                • Order-to-Pay
                         Automated
                                                   • Auto Matching              • International Payments

                                                   • Rules Based Approval       • SWIFT TSU
                                                     Workflow
                                                                                • Supplier Self-Service
 Manual                  • Front End Imaging       • Dispute Resolution
                                                                                • Supplier On-boarding
 • Centralized AP        • OCR & Key From Image    • Exception Routing
                                                                                • Ad-Hoc Discounts
 • Hand-Written Checks   • Document Preparation    • Electronic invoices
                           and Routing                                          • Supply Chain Finance
 • Scan & Archive                                  • Data capture as a
                         • Check Printing            managed service            • ePayments
 • Manual Retrieval
                         • Electronic Payments     • Remittance presentment     • Cash Management
 • Manual Approval
Transform AP: Integrated Invoice Processing


         CODE & APPROVE
                                                VALIDATE & MATCH




    CAPTURE                                                 AUDIT HISTORY
                                                            AND REPORTING




                          SEARCH AND RETRIEVE
Business Overview
 Headquarters - Bethlehem PA
                 Bethlehem,

 5th Largest cement producer in USA
    ~8.7M tons per year

 Wholly-owned by Buzzi Unicem SpA located in Casale, Italy (8th largest cement
  producer in the world)

 Created in 2004 by RC Cement Company and Lone Star Cement merger

 8 Production Plants

 29 Distribution Terminals

 7 Sales Offices

 2 Ready Mix companies

 1,600 Employees
Invoice and Payment Automation for Oracle EBS. Bottomline and Buzzi at COLLABORATE 10
Buzzi Unicem USA: Core System
Landscape
        p
• Oracle e-Business Suite 11.5.10
  • Financials
     • GL/ AR/ AP/ FA
  • HR/Payroll
  • Order Management
  • eAM
     • Maintenance Planning
     • Purchasing
     • Inventory
  • Projects
Buzzi Unicem USA: Complementary
System Landscape
 y             p
• Bottomline Technologies
  – DesignStudio
        – Custom Forms for Oracle applications
  – e.ComIntegrate
             g
        – Integration between Optio and Oracle
  – e.ComPresent
        – D
          Document St
                   t Storage
     • SER Capture
        – Document scanning
Accounts Payable Challenges
• Pre-AP Automation
  – Distributed invoice receipt process
     • Terminal and Sales offices locations
        – Managers code and approve invoices by hand
        – Mail to AP Department in Indianapolis or Bethlehem for data
          entry
        – Scanning for permanent recordkeeping
     • Plant locations
        – Managers code and approve invoices
        – AP Clerks enter into Oracle
        – Paper copy filed for recordkeeping
  – Regional Check Printing
     • Checks processed at either Bethlehem or Indianapolis
               p                                      p
       locations
Accounts Payable Challenges
• Issues
  –   Lost Discounts
      • Time delay from receipt at terminal locations to entry into
        Oracle
  – Lost Invoices
  – C di errors
    Coding
      • Handwriting illegible
  – Duplicate invoices received
      • Managers faxed and mailed documents to AP
  – Incomplete support and documentation
  – No central repository for invoices
AP Automation Objectives
• Reduce invoice-to-payment cycle
   – Improve discounts taken
• I
  Improve AP throughput
              h    h
   – Reduction in keypunching using OCR
   – Reduction in coding errors
                         g
   – Elimination of “lost invoices”
• Central repository of all invoices
   – Easy retrieval from within Oracle
• Electronic settlement using Paymode-X™ network
   – Reduce check printing
Transform™ AP for Oracle + Paymode-X:
Complete Order-to-Pay Automation
Transform™ AP from Bottomline:
AP Automation Attributes
• OCR Scanning (Optical character recognition)
   – Pattern developed for repetitive invoices
       • Reduction in keypunching
       • GL code filled by pattern
• Front end routing
  Front-end
   – Routing to manager based on…
       • Pattern
       • Location – zip code
       • GL cost center
Transform AP Attributes - cont.

• Invoice Approvals
  – Approval based on user dollar limits
  – Workflow routing to next approver
• Embedded Image Preview
  – See both the document and the coding screen at
    the same time
Invoice and Payment Automation for Oracle EBS. Bottomline and Buzzi at COLLABORATE 10
Transform AP Attributes - cont.
• Real-time Oracle interface
  – GL Auto filtering
                    g
     • Coder can select only valid GL code combinations
  – Suppliers / Sites
     • C d presented with valid vendors and vendor sites
       Coder     t d ith lid       d      d    d    it
  – PO by supplier
     • Open POs with received lines
  – Projects
     • Open projects and tasks
Transform AP Project Plan
• Phase I
  – Non-PO Invoices
     • 29 distribution terminals
       – Invoices scanned centrally in Indianapolis
       – Routed to Terminal Managers for review, coding and
                                   g                    g
         approval
       – Invoices above limit routed to next level manager
       – Patterns established for repetitive invoices
       – Approved invoices moved to Oracle interface table
     • General & Administrative expenses
       – R t d t cost center managers for approval
          Routed to      t   t              f         l
       – Oracle projects related costs
Transform AP Project Plan
• Phase II
  – Purchase Order-Based Invoices
     • 8 manufacturing plants
         – Invoices scanned centrally
         – Invoice matched to received PO lines
         – If invoice matches, moved to Oracle
         – Miscellaneous charge screen for freight, tax
     • 2 Ready Mix Companies
Transform AP Deployment
• Terminal locations
  – Manager Logistics - Project Manager
        g     g            j        g
     • “Train the trainer” approach
     • All sites active in 90 days
• G
  General & Administrative expenses
        l Ad i i t ti
  – Bethlehem Headquarters
     • Cost Center Managers
        – Legal
        – Insurance
        – IT
Transform AP Deployment
• Ready Mix Companies
  – Low volume
  – Limited number of users
• Plant Locations
  – Plant by plant rollout
  – High volume / many users
     • 1st live site in April 2010
     • Targeted completion by December 2010
Transform AP: Obstacles and Issues

• Scanning
  – Operator issues
     p
     •   Duplicate invoices
     •   Multiple page invoices – Page breaks
     •   Document alignment
     •   Lack of technical understanding of the system
  – OCR Patterns
     • Requires precision setting the pattern
     • Requires quality invoices
Transform AP: Obstacles and Issues
• Repository for invoices
  – Transform AP documents stored in Presenter
     • Access in Oracle through “Attachment”
  – Other scanned documents in e.ComPresent
     • A
       Access i O l th
              in Oracle through “Z
                              h “Zoom B tt ”
                                      Button”
• End user historical searches
  – Has invoiced been entered or approved?
  – Has invoice been paid?
Results
• Reduced invoice-to-payment cycle
   – Average payment days reduced
   – Reduction in discounts lost
       • February 2010 – 0 discounts lost
• Improved AP throughput
   – OCR recognition for routing - 60%
• Central repository of all invoices
   – All invoices are scanned and stored digitally
• Electronic Settlement using Paymode-X network
   – 45% of vendors being paid through Paymode X initiated ACH
                                       Paymode-X
Lessons Learned

• Accounts Payable clerks need to become
  analysts
• Users need more training in order to use
  search capabilities
Future Plans

• Complete roll-out to all sites
• Upgrade document storage to Transform
  Content Center
  – Single storage location for all documents
• Link Oracle payment detail to Transform
• Continue to enroll vendors in Paymode X
                                Paymode-X
  network
Pay Smarter with the Largest &
Fastest-Growing Electronic Payment Network
              g              y
   •   Multiple payment types & unlimited remittance detail sent through
       an easy-to-use online portal
   •   The most fraud-proof electronic payment solution on the market
   •   Integrates with existing financial systems, works with any bank
        •   Any payment file type accepted
   •   Over 95,000 network members and growing
       O    9 000        k    b      d     i
        •   Supplier adoption rates of as much as 70%, vs. only 5-7% for
            competitors
        •   Over $300 billion in spend processed
   •   Supplier on-boarding and authentication support from Bottomline
   •   Software-as-a-Service Delivery Model means no upgrade fees or
       hardware to install
Bottomline Solution Overview
              Purchase
              P h         Order          Invoice         Bill Lading   Inspection
                                                                       I       ti      Invoice     Invoice     Cash
               Order     Confirmed      Sent/Arrival     Way Bill      Certificate     Approved      Paid    Received




                                                                                                                        Suppliers /
 Bank(s)                                                                                                                Employees
                                     Payments                                        Invoices
                                     IN                                              IN


Customers                                                  AR          AP
                                     Invoices                                        Payments                             Bank(s)
                                     OUT                                             OUT




                                                         Solutions
           Transform™ Output                   Transform ™ Process Center                         Transform™ AP
                 Center                                      C-Series™                            Paymode-X™
                                                         Bottomline Active
                                                       Spreadsheet Server™
Getting Payback from AP

       Working Capital Savings

       Capture 100% of available discounts
               Eliminate late fees

               Improve Supplier Relations

                 Realize Greater Cash Visibility

                         Improve Processes

                               Reduce Paper
Questions…?
Thank You!
For more information, please contact:
Michael Parker
michael.parker@buzziunicemusa.com

Chris Luoma
cluoma@bottomline.com

Learn More Online:
www.bottomline.com/transformap
     b tt li       /t   f

Stay Connected!
Twitter: http://twitter.com/bottomlinetech

LinkedIn: http://www.linkedin.com/in/chrisluoma

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Invoice and Payment Automation for Oracle EBS. Bottomline and Buzzi at COLLABORATE 10

  • 1. “Cementing” A Smarter “C ti ” S t Strategy for AP Automation: gy Buzzi Unicem Goes Digital for Invoicing & Payments with Oracle® E Business Suite E-Business Michael Parker Chris Luoma Buzzi Unicem Bottomline Technologies VP Information Systems Director, Product Marketing
  • 2. Agenda • Introductions • Buzzi Unicem – AP Invoice Challenges • AP Automation Implementation Process • Lessons L L Learned d • AP Automation Benefits • Q&A
  • 3. It’s Still a Paper-Based World “95% of AP departments said they are still receiving the majority of their invoices as paper via the mail ” paper, mail. Source: IAPP AP Automation Study, 2009
  • 4. Where’s the Operational “Pain” for AP?
  • 5. Eliminate “P i ” Th Automation Eli i t “Pain” Thru A t ti Supply Chain Collaborative • 100% e-Invoices • Order-to-Pay Automated • Auto Matching • International Payments • Rules Based Approval • SWIFT TSU Workflow • Supplier Self-Service Manual • Front End Imaging • Dispute Resolution • Supplier On-boarding • Centralized AP • OCR & Key From Image • Exception Routing • Ad-Hoc Discounts • Hand-Written Checks • Document Preparation • Electronic invoices and Routing • Supply Chain Finance • Scan & Archive • Data capture as a • Check Printing managed service • ePayments • Manual Retrieval • Electronic Payments • Remittance presentment • Cash Management • Manual Approval
  • 6. Transform AP: Integrated Invoice Processing CODE & APPROVE VALIDATE & MATCH CAPTURE AUDIT HISTORY AND REPORTING SEARCH AND RETRIEVE
  • 7. Business Overview  Headquarters - Bethlehem PA Bethlehem,  5th Largest cement producer in USA  ~8.7M tons per year  Wholly-owned by Buzzi Unicem SpA located in Casale, Italy (8th largest cement producer in the world)  Created in 2004 by RC Cement Company and Lone Star Cement merger  8 Production Plants  29 Distribution Terminals  7 Sales Offices  2 Ready Mix companies  1,600 Employees
  • 9. Buzzi Unicem USA: Core System Landscape p • Oracle e-Business Suite 11.5.10 • Financials • GL/ AR/ AP/ FA • HR/Payroll • Order Management • eAM • Maintenance Planning • Purchasing • Inventory • Projects
  • 10. Buzzi Unicem USA: Complementary System Landscape y p • Bottomline Technologies – DesignStudio – Custom Forms for Oracle applications – e.ComIntegrate g – Integration between Optio and Oracle – e.ComPresent – D Document St t Storage • SER Capture – Document scanning
  • 11. Accounts Payable Challenges • Pre-AP Automation – Distributed invoice receipt process • Terminal and Sales offices locations – Managers code and approve invoices by hand – Mail to AP Department in Indianapolis or Bethlehem for data entry – Scanning for permanent recordkeeping • Plant locations – Managers code and approve invoices – AP Clerks enter into Oracle – Paper copy filed for recordkeeping – Regional Check Printing • Checks processed at either Bethlehem or Indianapolis p p locations
  • 12. Accounts Payable Challenges • Issues – Lost Discounts • Time delay from receipt at terminal locations to entry into Oracle – Lost Invoices – C di errors Coding • Handwriting illegible – Duplicate invoices received • Managers faxed and mailed documents to AP – Incomplete support and documentation – No central repository for invoices
  • 13. AP Automation Objectives • Reduce invoice-to-payment cycle – Improve discounts taken • I Improve AP throughput h h – Reduction in keypunching using OCR – Reduction in coding errors g – Elimination of “lost invoices” • Central repository of all invoices – Easy retrieval from within Oracle • Electronic settlement using Paymode-X™ network – Reduce check printing
  • 14. Transform™ AP for Oracle + Paymode-X: Complete Order-to-Pay Automation
  • 15. Transform™ AP from Bottomline: AP Automation Attributes • OCR Scanning (Optical character recognition) – Pattern developed for repetitive invoices • Reduction in keypunching • GL code filled by pattern • Front end routing Front-end – Routing to manager based on… • Pattern • Location – zip code • GL cost center
  • 16. Transform AP Attributes - cont. • Invoice Approvals – Approval based on user dollar limits – Workflow routing to next approver • Embedded Image Preview – See both the document and the coding screen at the same time
  • 18. Transform AP Attributes - cont. • Real-time Oracle interface – GL Auto filtering g • Coder can select only valid GL code combinations – Suppliers / Sites • C d presented with valid vendors and vendor sites Coder t d ith lid d d d it – PO by supplier • Open POs with received lines – Projects • Open projects and tasks
  • 19. Transform AP Project Plan • Phase I – Non-PO Invoices • 29 distribution terminals – Invoices scanned centrally in Indianapolis – Routed to Terminal Managers for review, coding and g g approval – Invoices above limit routed to next level manager – Patterns established for repetitive invoices – Approved invoices moved to Oracle interface table • General & Administrative expenses – R t d t cost center managers for approval Routed to t t f l – Oracle projects related costs
  • 20. Transform AP Project Plan • Phase II – Purchase Order-Based Invoices • 8 manufacturing plants – Invoices scanned centrally – Invoice matched to received PO lines – If invoice matches, moved to Oracle – Miscellaneous charge screen for freight, tax • 2 Ready Mix Companies
  • 21. Transform AP Deployment • Terminal locations – Manager Logistics - Project Manager g g j g • “Train the trainer” approach • All sites active in 90 days • G General & Administrative expenses l Ad i i t ti – Bethlehem Headquarters • Cost Center Managers – Legal – Insurance – IT
  • 22. Transform AP Deployment • Ready Mix Companies – Low volume – Limited number of users • Plant Locations – Plant by plant rollout – High volume / many users • 1st live site in April 2010 • Targeted completion by December 2010
  • 23. Transform AP: Obstacles and Issues • Scanning – Operator issues p • Duplicate invoices • Multiple page invoices – Page breaks • Document alignment • Lack of technical understanding of the system – OCR Patterns • Requires precision setting the pattern • Requires quality invoices
  • 24. Transform AP: Obstacles and Issues • Repository for invoices – Transform AP documents stored in Presenter • Access in Oracle through “Attachment” – Other scanned documents in e.ComPresent • A Access i O l th in Oracle through “Z h “Zoom B tt ” Button” • End user historical searches – Has invoiced been entered or approved? – Has invoice been paid?
  • 25. Results • Reduced invoice-to-payment cycle – Average payment days reduced – Reduction in discounts lost • February 2010 – 0 discounts lost • Improved AP throughput – OCR recognition for routing - 60% • Central repository of all invoices – All invoices are scanned and stored digitally • Electronic Settlement using Paymode-X network – 45% of vendors being paid through Paymode X initiated ACH Paymode-X
  • 26. Lessons Learned • Accounts Payable clerks need to become analysts • Users need more training in order to use search capabilities
  • 27. Future Plans • Complete roll-out to all sites • Upgrade document storage to Transform Content Center – Single storage location for all documents • Link Oracle payment detail to Transform • Continue to enroll vendors in Paymode X Paymode-X network
  • 28. Pay Smarter with the Largest & Fastest-Growing Electronic Payment Network g y • Multiple payment types & unlimited remittance detail sent through an easy-to-use online portal • The most fraud-proof electronic payment solution on the market • Integrates with existing financial systems, works with any bank • Any payment file type accepted • Over 95,000 network members and growing O 9 000 k b d i • Supplier adoption rates of as much as 70%, vs. only 5-7% for competitors • Over $300 billion in spend processed • Supplier on-boarding and authentication support from Bottomline • Software-as-a-Service Delivery Model means no upgrade fees or hardware to install
  • 29. Bottomline Solution Overview Purchase P h Order Invoice Bill Lading Inspection I ti Invoice Invoice Cash Order Confirmed Sent/Arrival Way Bill Certificate Approved Paid Received Suppliers / Bank(s) Employees Payments Invoices IN IN Customers AR AP Invoices Payments Bank(s) OUT OUT Solutions Transform™ Output Transform ™ Process Center Transform™ AP Center C-Series™ Paymode-X™ Bottomline Active Spreadsheet Server™
  • 30. Getting Payback from AP Working Capital Savings Capture 100% of available discounts Eliminate late fees Improve Supplier Relations Realize Greater Cash Visibility Improve Processes Reduce Paper
  • 32. Thank You! For more information, please contact: Michael Parker michael.parker@buzziunicemusa.com Chris Luoma cluoma@bottomline.com Learn More Online: www.bottomline.com/transformap b tt li /t f Stay Connected! Twitter: http://twitter.com/bottomlinetech LinkedIn: http://www.linkedin.com/in/chrisluoma